Creating an "Office Course" for parents or students to send messages to the office and vice versa

[CindyBryan]

I am the main admin. We would like to streamline all communication to be in Canvas, but we don't see a way for parents to send a message to our office staff or admin.  Is there something we're missing, or is there a workaround? 

If we created an Office Course, adding all students and observers, and followed the restrictions/permissions below, would that work? 

Controlling student-to-student messaging (inbox)
Administrator Restrictions: An administrator can create a new student role with messaging disabled. This new role can be applied to students, limiting their ability to message other students while still allowing communication with the instructor.
Course-Level Permissions (for Administrators): There is a course-level permission that allows administrators to enable/disable student messaging to individual course members based on their role. If this permission is disabled, students can only message teachers and TAs.

[Gabriel33 · Accepted solution]

To expand on @james_whalley's comment of Canvas "not really intended as a central communication system for a school", I think it is extremely important to point out that it lacks a basic text search function for old messages, and so I strongly recommend against it (unless you consider not being able to find old conversations a plus - I'm sure some institutions do).

Perhaps less importantly from an administration point of view, but still relevant for some uses, it also lacks the ability to send images embedded inside messages (only as an attachment), or to perform any text formatting.

[james_whalley]

@CindyBryan While Canvas is not really intended as a central communication system for a school, what you are proposing could certainly work. You will need to add all of your office staff and admin as well. The course space will also allow for you to share out important documents to your students and parents as well. Are you thinking you would add the students in Sections as well or is this mostly for observers (parents) to be able to utilize the Inbox in Canvas to communicate to with the office staff?

[CindyBryan]

Yes, thank you for your response.  I'm considering adding both students and observers to facilitate communication.  I don't think that we would need sections.  I see that as an admin, I can message everyone, but students/observers can't message me or other admins.

[Gabriel33]

If you just want to message everyone, can't you send Global Announcements?

--EDIT--
Nevermind, I see that you say that you already can message everyone, what you are looking for is a way for others to message you.

[CindyBryan]

Yes, great suggestion, and we are doing that, but I'm thinking about messaging individuals.

[Gabriel33 · Accepted solution]

To expand on @james_whalley's comment of Canvas "not really intended as a central communication system for a school", I think it is extremely important to point out that it lacks a basic text search function for old messages, and so I strongly recommend against it (unless you consider not being able to find old conversations a plus - I'm sure some institutions do).

Perhaps less importantly from an administration point of view, but still relevant for some uses, it also lacks the ability to send images embedded inside messages (only as an attachment), or to perform any text formatting.

[CindyBryan]

Very good point.  I do see the text search function being a potential hindrance. 

[dbrace · Accepted solution]

Hi @CindyBryan,

I work in higher education and specifically in my institution's Department of Online Learning, which is separate from our IT Department. With that said, while Canvas could do what you are looking for, I think as you go about using it for this purpose, there will be problems.

As said by @james_whalley and @Gabriel33, the Canvas LMS can technically do this but it (because of how it currently is designed) has its limitations in the Canvas Inbox (from my perspective and already mentioned, primarily because it does not support format, embedded images, and there can be user account quota problems).  There are work arounds but they are not what I would recommend for an entire institution.

I think what you are looking for is a mix of things: (1) a "portal" of some sort that serves as a hub for accessing other systems/websites and allows for different roles/permissions and (2) a communications platform that allows faculty and administration to reach out (either as announcements for everyone or one-to-one) to different roles.

I hope that our replies helped you to think about this a little more and differently.

-Doug

[CindyBryan]

Thank you, Doug.  I think that with the consistent feedback that we will follow the advice given from the community.  I really do appreciate everyone's candidness and wise advice.